The following user types can create a Hiring Proposal: Initiator Department HR Contact College/Division HR Contact

Transcription

1 The following user types can create a Hiring Proposal: Initiator Department HR Contact College/Division HR Contact 1. Go to the Applicant Tracking Module, using one of the above user types. 2. Click on the Postings tab and choose Adjunct/Temporary.. 3. Search for the posting in which you would like to create a Hiring Proposal for and click either the Classification Title or Internal Title of the position to enter the posting.

2 4. Click on the Applicants tab within the posting. 5. Review the application closely with special attention to the General Information Section as follows: Review Citizenship and Employer Sponsorship If an applicant answered Yes to US Citizen and Yes to Employer Sponsorship, stop and Talent Acquisition at to reactivate the application before proceeding with the hiring proposal. The applicant will receive an to modify the general application data. To ensure data integrity, this action must be completed before the hiring proposal is initiated. If an applicant answered No to US Citizen and Yes to Employer Sponsorship, be sure to consult with ISFS and reference the International New Hires Guide for additional guidance. If an applicant answered No to US Citizen and No to Employer Sponsorship, be sure to consult with ISFS for guidance.

3 Check if the applicant is a current employee. This will determine the Action Type that is selected on the Hiring Proposal. If yes, the Action Type may be reassignment, promotion or demotion. Yes If no, and the employment history does not reflect past USC employment, the Action Type is New Hire. If no, and the employment history reflects past USC employment, the Action Type is Rehire. No When reviewing the application, you may find it helpful to generate a Combined Document. The functionality produces a PDF document of the application and documents attached to the application, such as cover letter, resume and recommendation letter. 6. Click on the blue hyperlink of your final applicant s last name to open the application or on the action button to view the application. The applicant must be in the status of Recommend for Hire for this linkto appear.

4 7. Click the Start Adjunct/Temp Hiring Proposal (Seated Position Description) link onthe right at the top of the page. 8. Your position will be listed under the Selected Position Description section. The selection will default to the Position Description (PD) from which this posting wascreated. An applicant CAN be hired into another approved PD (with a different position number), if you are hiring multiple candidates from that posting. 9. Once the appropriate PD is selected, scroll to the bottom and click the Select Position Description button. 10. You will be directed to the Hiring Proposal Screen. Information from the applicant, job posting, and PD will transfer over automatically to the Hiring Proposal. Required information will be marked with an asterisk and the field will be in RED.

5 11. Scroll down and complete the USC ID field in the Candidate Information Screen. The USC ID can be found through a Data Warehouse report for active employees. If you do not have access to HR Data Warehouse, you may wish to periodically request a USC ID roster from the College/Division HR Contact. 12. The next section is for Background and Drug Screenings. These questions are required to determine what type of screenings will be conducted for each hire. Education, S.C. Driver s License, Professional License Verification, and Pre-Employment Drug Screening will be selected based on the Position Type and the minimum qualifications. Minimum qualifications is unable to be altered by departments. Those who initiate the hiring proposal must list the Department/Fund Number to be charged for the screening services. The only screenings not required are for candidates with a break in service less than 4 months being hired into the same position. Funding information will be required, but if a re-hire has a break less than 4 months enter N/A is the funding section. 13. Click either Next at the bottom or top of the Candidate Information Screen to save your data and move to the Position to be Filled Screen.

6 14. In the Position to be Filled Screen, select the appropriate Fair Labor Standards Act (FLSA) status of exempt or non-exempt. Practicing physicians, practicing attorneys and teachers (adjunct faculty) are considered exempt and do not require a position description. If hourly position, then select non-exempt. 15. Select the correct home department from the home department dropdown field. 16. Enter the required funding information. Click the Add Funding Information Entry button should you need to add additional funding. 17. Click either Next at the bottom or top of the Position to be Filled Screen to save your data and route to the Job Offer Information Screen.

7 18. In the Job Offer Information Screen, complete the following fields shown. Action Type Definitions: Please make sure the correct Action Type is selected. New Hire: a candidate who has never worked for USC. If the candidate was a student employee in the past, this does not count as having worked at USC for thispurpose. Rehire (Less than 1 year): a candidate who previously worked at USC, but has had a break in service of less than 1 year. This includes the typical rehire of Adjunct Faculty or Temporary Staff. If the candidate was a student employee in the past, this does not count as having worked at USC for this purpose. Rehire (Greater than or Equal to 1 year): a candidate who previously worked at USC, but has had a break in service in excess of or equal to 1 year. If the candidate was a student employee in the past, this does not count as having worked at USC for this purpose. If as the Initiator you do not know the supervisor s social security number, you may enter N/A in the supervisor s social security number field. The College/Division HR Contact will be expected to enter the supervisor s social security number at the time of his/her review. If not entered when submitted to HR Operations, the Hiring Proposal will be returned to the College/Division HR Contact. If the Initiator or Department HR Contact is not aware of the check distribution or timecard distribution number, then each college/division may need to create a job aid to assist in completing these fields. If not entered when submitted to HR Operations, the Hiring Proposal will be returned to the College/Division HR Contact.

8 19. Click either Next at the bottom or top of the Job Offer Information Screen to save your data and move to the Hiring Certification Screen. 20. The Prospective Non U.S. Citizen Screen is to be utilized and completed ONLY if an international applicant has been recommended for hire as an adjunct faculty or temporary post-doctoral fellow. If rehiring an international, you are to continue to work in conjunction with the International Support for Faculty and Staff Office. Please select whether the appointment at the time of hire will have access to USC Insurance, if this is applicable. If not an international faculty, please select No for the required question. If a temporary staff, please select No for the required question. 21. Click either Next at the bottom or top of the Prospective Non U.S. Citizen Screen to save your data and move to the Hiring Proposal Documents Screen.

9 22. In the Hiring Proposal Documents Screen, you may attach various documents thatare applicable to the adjunct faculty/temporary staff position type. The Offer/Acceptance Letter can be found in the Reports Tab of the Hiring Proposal Summary. Choose the correct Offer/Acceptance Letter. The ACA Calculation Worksheet can be found in the HR Toolbox under PeopleAdmin Upgrade. Documents can be attached by choosing the correlating Actions link andchoosing Upload New. Documents can be removed by choosing Unassign.

10 23. Click either next at the bottom or top of the Hiring Proposal Documents Screen to save your data and route to the Hiring Proposal Summary Screen. 24. At the top right, hover over the Take Action on Hiring Proposal button and submit it to the appropriate approver based on your internal business process. 25. Move the Hiring Proposal through workflow to Offer Accepted/Create Onboarding*. This will transition the Hiring Proposal to HR Operations. *If the verbal offer is not accepted, you will select Offer Declined, or if the Hiring Proposal is canceled, select Cancel. 26. Create the Onboarding Event for New Hires and Rehires (Greater than or Equal to 1 Year). For rehires (Less than 1 Year) and other actions, such as promotion, HR Operations or ISFS will assign the necessary checklists. All international new hires at the Columbia campus will have the onboarding checklists assigned by the International Support for Faculty and Staff (ISFS) so that they may assist the candidate with completion of the assigned tasks. The campuses will continue to assign International checklists to their new hires. The First Name, Last Name, Personal , Street Address and Zip willpopulate from the hiring proposal. Personal address is a unique identifier between Applicant Tracking and Onboarding. It is important that you do not edit this data element.

11 Employee ID = USC ID. A current employee or former employee of USC has an opportunity to enter this information on their application. If it is on their application, please be sure to add it to the Employee ID field. This is a unique identifier between Applicant Tracking and Onboarding. Do not enter N/A or any other value, except the USC ID, if the employee has a USC ID. Select the employee s supervisor from the dropdown. This is very important, as the supervisor will be assigned a PD acknowledgement task. In the Onboarding Checklist field, click Select Some Options and select all applicable checklists. Select Critical New Hire Checklist. This information contains critical information to hire the employee into the HR and Payroll system and all employee tasks must be completed before the employee can be hired prior to their arrival at USC. If you have an opportunity to complete Section 2 of the I-9 prior to the employee s effective date of hire, we encourage you to do so; otherwise, please ensure Section 2 is completed timely. Select the appropriate position specific checklist (Temporary Staff or Adjunct Faculty New Hire Tasks), as well as location specific (e.g. Columbia Campus New Hire Tasks), and insurance benefits, if applicable. Refer to the Onboarding Checklists Matrix, if you are uncertain which checklists to assign. Enter Due Date: Generally, we recommend the due date be the same as the employee s hire date. Log into I-9 Advantage, select Section 1 and send a request to the new hire to complete Section 1 of their I-9. If you have an opportunity to complete Section 2 of the I-9 prior to the employee s effective date of hire, we encourage you to do so; otherwise, please ensure Section 2 is completed within 3 days of the hire date.

12 Remember, the candidate must complete the Critical New Hire Onboarding Tasks to facilitate entry into the HR/Payroll System. Refer to Managing Onboarding Checklists & Viewing Employee Files for more information. 27. HR Operations will review the Hiring Proposal. i. If approved, you will receive an notification that the Hiring Proposal is at the status of Hire Approved. ii. If rejected, you will receive an notification with specific comments to take action on the Hiring Proposal. In addition to the notification, the History tab will show Performed Edit Requested with the comments. iii. Make the edits and select Edit Completed to return it to Offer Accepted/Create Onboarding. Do not create onboarding again, as the employee will receive duplicate checklists. 28. The candidate will automatically be seated in the respective position upon thehiring Proposal being approved.